Code of Conduct

AJIZ – Union Of Development Concern is a non-governmental organization working for poor and vulnerable communities of Pakistan. The organization is fully committed to the principle of honesty, integrity and fair play in the delivery of services to the communities in normal conditions and emergencies. All staff/Members should ensure that the functions and services of AJIZ are dealt with in an open, fair and impartial manner.

BASIC

This code of conduct – CoC sets out the basic standards expected of all staff and the organization's policy on matters like acceptance of advantages/undue favors and declaration of conflict of interest by staff in connection with their official duties. The code of conduct outlined below is designed for the guidance and protection to help employees understand what AJIZ considers to be acceptable professional and ethical behavior. In accepting appointment, employees undertake to discharge their duties and to regulate their conduct in line with the requirements of this Code.
 The CoC has established to reflect the organizations fundamental beliefs and values as well as recognizing legal and local laws and cultures persist in Pakistan.                                                                                      

SCOPE OF THE CODES                                                                   

This policy applies to full-time, temporary or part-time staff, partner organizations and consultants employed by the organization to carry out work on behalf and association with AJIZ.

The code of conduct Form as per Annexe 1 should be signed by each staff.

IMPLEMENTATION OF THE CODES

Each staff person is required to sign an acknowledgement of intent to comply with the code.
In field or relief environments Supervisor of Disaster Response Unit is responsible for the provisions of the code.
The Human Resources department is responsible for administering the provisions of the code and acting to resolve issues under the code.
 Disciplinary process and grievance process are contained in relevant Human Resource Policies and are administered by the Human Resources department in consultation with the Programme Manager or Concern Council.

ENFORCEMENT OF THE CODE OF CONDUCT

AJIZ’s Supreme Council headed by President, AJIZ is responsible for initiating disciplinary actions under the Discipline & Grievance Policy.

UNDUE FAVORS NOT ACCEPTED

It is the policy of AJIZ – Union of Development Concern to prohibit all staff from soliciting any undue favor from any persons having business dealings with the organization (e.g. partners, clients, suppliers, contractors). Staffs who wish to accept any advantage from such persons should seek special permission from the Management prior to the acceptance.
 Any gifts offered voluntarily to the staff in their official capacity are regarded as gifts to the organization should not be accepted without permission. Staff should decline the offer if the acceptance could affect their objectivity in conducting the organization's business, or induce them to act against the interest of the organization, or lead to complaints of bias or impropriety.
For gifts which are presented to staff in their official capacity and of nominal value, the refusal of which could be seen as unsociable or impolite (e.g. a plague presented to a staff member during a seminar in which he is invited to be the guest speaker), the Management has given a blanket permission for the staff to accept these gifts. In other circumstances, the staff should apply in writing to the Management Board for permission to accept the gifts. Each application should be carefully considered by the Management Board or Director delegated the authority to consider such applications. Proper records of these applications should be kept showing the name of the applicant, the occasion of the offer, the nature and estimated value of the gift, and whether permission has been granted for the applicant to retain the gift or other directions have been given to dispose of the gift.
 There is however no restriction on the acceptance of advantages, in the staff's private capacity, from any person who does not have any official dealings with the organization. In case of doubt, the staff should refer the matter to the Director for advice and instruction.

CONFLICT OF INTEREST

A conflict of interest situation arises when the “private interests” of the staff compete or conflict with the interests of the organization. “Private interests” means both the financial and personal interests of the staff or those of their connections including: family and other relations; personal friends; the clubs and societies to which they belong; and any person to whom they owe a favor or are obligated in any way.
Staff should avoid using their official position or any information made available to them in the course of their duties to benefit themselves, their relations or any other persons with whom they have personal or social ties. They should avoid putting themselves in a position that may lead to an actual or perceived conflict of interest with the organization. Failure to avoid or declare any conflict of interest may give rise to criticism of favoritism, abuse of authority or even allegations of corruption. In particular, staff involved in the procurement process should declare conflict of interest if they are closely related to or have beneficial interest in any company which is being considered for selection as the NGO’s supplier of goods or services.
 When called upon to deal with matters of the organization for which there is an actual or perceived conflict of interest, the staff member should make a declaration in writing to his supervisor. He should then abstain from dealing with the matter in question or follow the instruction of his supervisor who may reassign the task to other staff.

ENTERTAINMENT

Food or drink provided for immediate consumption on the occasion, and any other entertainment provided at the same time is allowed since entertainment is an acceptable form of business and social behavior and is not an “advantage”. However, staff must not accept lavish or frequent entertainment from persons with whom the organization has official dealings (e.g. Partners, suppliers or contractors), so that they will not be placed in a position of obligation to the offerer.

MISUSE OF OFFICIAL POSITION

Staff members who misuse their official position for personal gains or to favor their relatives or friends are liable to disciplinary action or even prosecution. Examples of misuse include a staff member responsible for the selection of suppliers giving undue favor or leaking tender information to his relative’s company with a view to awarding the contract to the latter.
 Staffs are not allowed to disclose any classified or proprietary information to anybody without authorization. Staff who have access to or are in control of such information should at all times provide adequate safeguards to prevent its abuse or misuse. Examples of misuse include disclosure of information in return for monetary rewards, or use of information for personal interest. It should also be noted that unauthorized disclosure of any personal data may result in a disciplinary action. 

FAIR USE OF ORGANIZATION'S PROPERTY

Staff given access to any property of the organization should ensure that it is properly used for the purpose of conducting the organization's business. Misappropriation of the organization's property for personal use or resale is strictly prohibited.

OUTSIDE EMPLOYMENT

Staffs, who wish to take up paid outside work, including those on a part-time basis, must seek the written approval of the organization before accepting the job.

Applications for outside work should be made to the concerning council for consideration. Approval will not be given if the outside work is in conflict with the interest of the organization.

SPECIAL CONSIDERATION FOR WOMEN

Female employees will receive equal remuneration, including benefits, equal treatment, equal evaluation of the quality of their work and equal opportunity to fill all positions open to male workers

Employees who take maternity leave as per the polices and procedure of AJIZ’s operations manual will not face dismissal nor threat of dismissal, loss of seniority or deduction of wages, and will be able to return to their employment.

RELATIONSHIPS WITH THE LOCAL COMMUNITY

AJIZ – Union of Development Concern encourages workers to develop comprehensive relationships with members of the local community. The overall success of our work will be significantly enhanced through positive local relationships.
Involvement in local political movements or leadership in community activities that might compromise AJIZ’s objectives should be avoided.
Considerable care should be exercised in the area of religious activities. Although AJIZ will not restrict religious practice of any kind, staff and dependents need to be aware of local sensitivities towards particular religious practices and take the appropriate actions.
 In the context of such relationships such workers are encouraged to ensure that their personal activities are not seen as being the official position of AJIZ. 

RELATIONSHIPS WITH OTHER STAFF

Workers are encouraged to maintain open and professional relationships with each other. Differences in culture, religion and politics should be respected.
Staff must abide by the requirements of AJIZ’s equal opportunities, diversity and anti-harassment policies.
Staff must not take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside AJIZ.
 All staff must comply and adhere with all legal and organizational health and safety requirements in force at the location of their work, including any security guidelines.

While it is to be expected that friendships will develop between staff such relationships must not interfere with programme objectives.

Violence, Abuse and Sexual Harassment

Every employee shall be treated with dignity and respect. No employee shall be subject to any physical, sexual, psychological, or verbal harassment or abuse. AJIZ will not tolerate any form sexual harassment at the work place.

Sexual relationships with programme beneficiaries, their family members or persons employed by businesses contracted to AJIZ are never permitted.
All Staff will adhere to the Child Protection Policy of AJIZ

 USE OF ALCOHOL, DRUGS AND SMOKING

Staff is strictly prohibited to use any thing that comes under the definition of alcohol or alcoholic in any office premises or vehicles.
Working under the influence of alcohol is considered gross misconduct and workers affected by alcohol during work periods will be dealt with in accordance with disciplinary procedures. (Please refer to the Discipline & Grievance Policy)
 Cigarette smoking, or chewing of Beatle nuts (pan) in the office premise are not allowed.

MEDIA RELATIONS

AJIZ- Union of Development Concern regards media coverage of our activities as being pivotal to the success of our programmes.
Any requests for personal interviews or comments must be referred to the concern council in the first instance.
 Any news or information of the organization will be publicized after the approval of Executive council.

Weapons are prohibited

Any weapons are prohibited in any building owned or operated by AJIZ, including employee accommodation.
 AJIZ prohibits the carrying of any weapons on agency vehicles.

COMPLIANCE WITH THE CODE
It is the personal responsibility of every staff member to understand and comply with the Code of Conduct.
All managers should also in their daily supervision ensure that their subordinates understand and comply with the standards and requirements stated in the Code. Any problems encountered as well as any suggestions should be channeled to the designated section or officer for consideration and advice.

 Any staff member who violates any provision of the Code will be subject to disciplinary action. In cases of suspected corruption or other criminal offenses, a report will be made to the judicial council of AJIZ as management team for appropriate action.


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                            Annexe 1

 

 AJIZ – Union of Development Concern

CODE OF CONDUCT DECLARATION FORM
(Declaration of Liability Regarding Compliance with the AJIZ. Code of Conduct)

 

I, the undersigned hereby confirm that:
I have received and taken due note of the AJIZ Code of Conduct policy that is part of the operations manual.

I am aware and have full understanding of all relevant policies and procedures and I will inform my supervisor/management in case of conflict between provisions of the AJIZ’s code of conduct and any other applicable clause as outlined in the manual.

I will observe and conform to the AJIZ Code of Conduct in its entirety and without amendment or abrogation. I will also adhere to the Child Protection Policy of AJIZ. 

I herby acknowledge that I have carefully read all the terms and conditions laid down in the code of conduct policy and I further understand that any deviation from this policy or any occurrence of an event of non-compliance to this policy may result in immediate termination of my duties. In that event I may loose the right for all or any of the benefits as outlined in my contract agreement.

In order to confirm my above statement, I am putting signature below to validate in writing my unconditional acceptance of the AJIZ Code of Conduct policy as outlined in the AJIZ operations manual.

 

 

 

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Signature

I will inform all of my vendors/partners/subcontractors of the contents and requirements of the AJIZ Code of Conduct, and that I will ensure that they also comply with the provisions incorporated therein.

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